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RSID MARTINEZ GULCH TASK ORDER #33ExxIBIT "A" SPECIFIC TASK ORDERS December 30, 2008 Jefferson County PO Box H Boulder, MT 59634-0249 Attn: Commissioners Re: Task Order No. 33 -Martinez Gulch Preliminary Engineering, Design, Bidding, Construction Management, and Administration Jefferson County Engineering Services On-Call Great West Engineering Project No. 1-05154 Dear Commissioners: This letter constitutes Task Order No. 33 to our Agreement for Professional Services dated July 26, 2005 for the above-referenced Project. Great West's scope of services, schedule of fees, and schedule for completion of these services ("Services") are as follows: Attached hereto as -Scope of Work As compensation for these Services, Client shall pay Great West an amount not to exceed $ 6.000.00, as determined by the Consultant Agreement. This amount can not be exceeded without Client's written approval. Please have an authorized representative sign both originals of this letter and return one executed original to Great West at the following address: Great West Engineering, Inc. P.O. Box 4817 Helena, MT 59604 Acknowledgement. This Task Order No. 33 is agreed to by the parties and is effective as of the date of this letter. GREAT WEST ENGINEERING, INC. -, Daniel M. McCauley ~. JEFFERSON COUNTY / ~Ci.i Kenneth Weber, Chair President dQ Date SCOPE OF SERVICES JEFFERSON COUNTY MARTINEZ GULCH PRELIMINARY ENGINEERING, DESIGN, BIDDING, AND CONTRACT ADMINISTRATION GENERAL It is the intent of the Jefferson County Commission to form the Martinez Gulch Road Rural Special Improvement District/Rural Maintenance District RSID/RMD to improve the roads within the District Boundary in accordance with the current County Road Standard, where feasible, and provide hard surfacing in the form of a double shot chip seal. The project may also include miscellaneous drainage, base course, and safety improvements. The objective of this agreement is to provide Engineering Services for the preliminary engineering, design, bidding, construction management, and administration of the South Holmes Gulch Road Rural Special Improvement District road improvement project. The project will consist of the preliminary engineering necessary to initiate the formation of the district, preparation of contract documents, bidding assistance, coordination of financing, and construction oversight for the double shot chip seal and asphalt pavement hard surfacing of Moonlight Ridge Road from South Hills Road to Arrowroot Drive. The following is a detailed scope of services for the described project with the key elements of each task outlined. Task I -Preliminary Engineering This task involves the following items associated with the formation of the Rural Special Improvement District and Rural Maintenance District • Data Collection The Engineer will review the condition of the existing roads within the RSID/RMD boundary in order to gather the information necessary to prepare a preliminary cost estimate for the improvements. • Identify RSID/RMD Boundary and Estimated Project Cost Determination of the final RSID/RMD boundary Identification of necessary improvements (i.e. drainage improvements, gravel base, etc.). Preparation of construction estimate and associated costs (bond counsel, contingency, etc.) • Property Ownership The Consultant shall research property ownership for each parcel within the RSID/RMD boundary through information available on the Montana Department of Revenue website. A report will be compiled that includes the property owner and associated geocode for transmittal to the bond counsel as required to prepare the Resolution of Intent. • Develop Proposed RSID/RMD Assessment Cost The Consultant shall work with the bond counsel to develop the proposed assessment for each landowner or parcel based on the overall estimated cost of the project and the number of landowners or parcels within the district boundary. It is assumed that all landowners within the RSID/RMD will benefit equally from the improvements and that the annual assessment will be determined by amortizing the estimated project cost over the bonding period and dividing by the number of landowners or parcels in the district. • Public Involvement Jefferson County Task Order #33 -Scope of Services Page 1 The Consultant shall conduct meetings as requested to present the proposed RSID/RMD to the landowners within the district. The Consultant shall provide a general overview of the RSID/RMD process, proposed improvement alternatives, and estimated annual assessment. Coordination with Bond Counsel The Consultant shall provide the following information to the bond counsel to allow for preparation of the Resolution of Intent to form the district: property ownership and geocode information, estimated project cost and description of proposed improvements. Task II -Project Design The project will be prepared according to Jefferson County Road Standards, where feasible. The major tasks will include the following: The existing roadway corridor will be further reviewed. The Engineer will evaluate existing road base conditions, drainage requirements, and roadway geometry. The Engineer will coordinate with the Jefferson County Road Department and Commission to determine the extent of preparatory work necessary prior to the application of the double shot chip seal. As all of the roads within the District Boundary are considered local roads, only minimal widening and grading efforts will be completed under this project. The primary intent of the project consists of hard surfacing the roadways to the existing width and grade. The Engineer will prepare draft plans and specifications for review by the Jefferson County Road Department and Commission. Prior to proceeding into the final plans and specifications stage, the Engineer will meet with Jefferson County to finalize the project's scope. The Engineer will receive comments and changes to include in the final design. • All design information will be incorporated into drawings and specifications utilizing the approved preliminary design. The Engineer will prepare design drawings and technical specifications in accordance with Jefferson County Road Standards, where feasible. The plans and specifications will outline in detail the work to be conducted by the contractor, along with all parties' legal responsibilities. The plans and specifications will be incorporated into a construction bid package, which will include the drawings and details, the aforementioned technical specifications, general conditions, wage rates, and bid documents. A detailed final cost estimate for the proposed improvements will be prepared. The Engineer will discuss with Jefferson County personnel bidding lower-priority improvements as alternatives to ensure the project stays within budget. Throughout the project's design and construction phases, the Engineer will keep the County informed on the project's status. The Engineer will be available to meet with County officials, utility representatives, landowners, and others on issues concerning the project. If necessary, the Engineer will make presentations at public meetings and/or hearings concerning the project. Task III -Bidding Once the plans and specifications have been approved by the appropriate officials, the Engineer will provide the assistance necessary so that bids may be received and construction contracts awarded. These major tasks will include the following: • The Engineer will prepare the bid advertisement and assist Jefferson County in advertising for and obtaining competitive bids. The Engineer will also prepare and distribute sufficient copies of plans and specifications to qualified bidders and arrange Jefferson County Task Order #33 -Scope of Services Page 2 and attend a prebid conference to answer any specific project questions from contractors. The Engineer will arrange and attend the bid opening, review and tabulate all bids, and make a recommendation to Jefferson County regarding the project award. Upon award of the bids, the Engineer will prepare the necessary Notice of Award, Agreement, Performance Bond, Payment Bond, and Notice to Proceed forms for use in awarding the contract. Coordination with Bond Counsel to issue and secure bonds for project. Task IV -Construction Engineering/Contract Administration Once the construction contract has been awarded, the Engineer will provide the construction engineering and contract administration necessary to ensure that all work conforms to the plans and specifications, along with all local, state, and federal requirements. These services will include the following: • Throughout construction, the Engineer will coordinate among Jefferson County, the contractor, utilities, and landowners. Weekly meetings will be scheduled with the contractor, engineer, County officials, and other interests to discuss project status. • The Engineer will hold a preconstruction conference at the site to discuss all appropriate details concerning construction of the improvements with the County, contractor, utilities, and landowners. • The Engineer will review submittals by the contractor to ensure that all materials meet or exceed specifications. • The Engineer will coordinate compaction testing as necessary to ensure that all fill and gravel are properly placed and compacted in accordance with specifications. Other materials testing required on the project will also be coordinated by our firm. • The Engineer will provide onsite construction observation throughout the project. The Engineer will maintain daily logs of all work performed and provide Jefferson County with weekly progress reports. • The Engineer will review each payment request submitted by the contractor. Following approval of each request, the Engineer will submit it to Jefferson County for processing. In addition, the Engineer will prepare and process change orders as required. • Upon completion of all work, the Engineer will conduct a final inspection of the project to ensure the project has been completed per the plans and specifications. The Engineer will write a letter of acceptance to Jefferson County and assist with processing final payments. Task V -Administration The Engineer will coordinate with the Bond Counsel and Financial Advisor as necessary to advertise for the sale of the bonds once a contractor has been selected for the project. Tasks will include providing bid results and tabulations, assisting in developing a bond sale schedule, and miscellaneous coordination between the Owner, Engineer, Bond Counsel and Financial Advisor. Compensation The Owner agrees to compensate the Engineer for the services included in the Scope of Work on an actual cost basis with a ceiling of $ 6,000. These costs assume that right-of-way research, delineation, and legal/boundary surveys are not Jefferson County Task Order #33 -Scope of Services Page 3 required. The scope of work does not include a geotechnical investigation as a pavement section design is not required. The ceiling will not be exceeded without prior authorization from the Owner. The estimated cost for each task is as indicated below. Estimated Maximum Cost per Task I. Preliminary Engineering $ 6,000 II. Project Design To be negotiated following formation of District III. Bidding To be negotiated following formation of District IV. Construction Eng/Admin To be negotiated following formation of District V. Administration To be negotiated following formation of District Total $6,000 Jefferson County Task Order #33 -Scope of Services Page 4